How to organise a Christmas camp from start to finish

A Christmas camp combines outdoor logistics, overnight accommodation, shared meals and seasonal activities, so the order of your planning matters. Start with the campsite, dates and registrations, then collect dietary and emergency information before preparing the programme and supplies. Leave enough time for weather checks, tent setup, lighting and food preparation. This guide focuses on the details that are easy to arrange too late, especially sleeping areas, warm drinks, power and participant packs.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2 people
2
Process registrations
2 people
3
Collect dietary requirements
4
Collect emergency contacts
5
Reserve campsite
6
Send participant information
7
Print the program
8
Inspect the camp site
2 people
9
Collect materials
3 people
10
Do the shopping
3 people
11
Prepare meal
4 people
12
Prepare participant packs
2 people
13
Charge equipment
14
Check the weather forecast
15
Label sleeping areas
2 people
16
Prepare Christmas decorations
2 people
17
Set out game materials
2 people
18
Check first aid kits
19
Chill stock
2 people
20
Set up the campsite
4 people
21
Set up the tents
4 people
22
Set up tables and chairs
3 people
23
Connect lighting
2 people
24
Hang decorations
3 people
25
Set up the reception table
2 people

Event

26
Register participants
3 people
27
Assign sleeping areas
2 people
28
Explain camp rules
2 people
29
Serve welcome drinks
3 people
30
Supervise Christmas activities
5 people
31
Prepare a hot meal
4 people
32
Set up buffet
3 people
33
Serve dinner
4 people
34
Refill drinks
2 people
35
Clear away dishes
3 people
36
Host the Christmas quiz
2 people
37
Facilitate the campfire
3 people
38
Serve dessert and hot chocolate
3 people
39
Wrap up the evening program
2 people

Aftercare

40
Clean the kitchen
3 people
41
Wash dishes
3 people
42
Take down tents
4 people
43
Remove decorations
2 people
44
Clean the grounds
4 people
45
Sort and remove waste
2 people
46
Clean materials
3 people
47
Pack up materials
3 people
48
Return borrowed materials
2 people
49
Process lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Tablesqty 8
Chairsqty 55
Beer tablesqty 4
Clothes racksqty 2

Camping gear

Sleeping tentsqty 10
Sleeping matsqty 50
Sleeping bagsqty 50
Ground pegsqty 80
Hammerqty 4

Tableware

Platesqty 60
Soup bowlsqty 60
Mugsqty 60
Cutlery setsqty 60
Glassesqty 60

Kitchen

Cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Serving traysqty 6

Equipment

Coolersqty 4
Thermos flasksqty 6
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Lighting

LED string lightsqty 8
Lanternsqty 10

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Table decorationsqty 8
Name badgesqty 60

Sports equipment

Game materials

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 12
Mopsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 10

Catering

Groceries

Tips

Set a registration deadline at least 10 to 14 days before camp. Use the final list to confirm dietary requirements, emergency contacts and sleeping arrangements before you print participant information.
Inspect the campsite 5 to 7 days beforehand, including tent space, power access, lighting points and the location of tables and reception. Check whether the ground is suitable for pegs and sleeping tents.
Plan the setup in this order: tents and sleeping areas first, then tables and chairs, power and lighting, decorations, and finally the reception table. Allow at least 2 to 3 hours for a group campsite setup.
Prepare hot food and drinks with capacity for the full group, not just the meal itself. Keep soup, mugs and thermos flasks ready before arrival, and chill cold stock only after you have secured enough coolers.
Check the weather forecast 48 hours before departure and again on the morning of setup. Charge speakers and other equipment, test extension cords and power strips, and keep first aid kits accessible rather than packed away.

Frequently asked questions

How far in advance should I organise a Christmas camp?: Start planning at least 6 to 8 weeks before the camp, especially if you need to reserve a campsite and collect registrations. Set the final participant deadline 10 to 14 days before arrival so there is time to buy supplies and prepare packs.
What should I organise first for a Christmas camp?: Reserve the campsite and confirm the dates first. Then send invitations and collect registrations, dietary requirements and emergency contacts before ordering food or assigning sleeping areas.
How long does it take to set up a Christmas campsite?: Allow 2 to 3 hours for tents, tables, chairs, lighting, decorations and the reception table with a prepared team. Add extra time if the ground is difficult, the campsite is large or power connections need testing.
When should I check the weather for a Christmas camp?: Check it 48 hours before departure and again on the morning of setup. Use the forecast to review tents, warm clothing guidance, lighting, cooking arrangements and any outdoor programme elements.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.